Executive Assistant

Position Overview:

This Executive Assistant (EA) role will provide strategic and tactical support to three senior executives: the Head of Investment Teams/Head of Systematic Equity (SE), the Head of Investment Risk & Capital Markets Research, and the Head of Japan Equity (JE). 

This is an EA role for an experienced candidate who can operate as a trusted partner, optimize capacity, proactively anticipate needs, and exercise sound judgment in a fast-moving, high-performance environment. Over time, this role will help executives strategically leverage administrative support by improving prioritization, meeting preparation, and follow-through.

In addition to direct executive support, this role provides lighter administrative support to the JE, Risk, SE, and Trading teams (e.g., scheduling, travel coordination, expense management, and team meetings/events).

Reporting Line: This role reports to the EA Manager. Day-to-day direction and priorities remain aligned with the executives the role is supporting, while the EA Manager provides coordination, consistency, and development across the EA function.

This role is a hybrid role with the following terms:

• Typical requirement is three days in the office. There will be a set weekly schedule with some flexibility depending on personal or business needs.
• Fridays are WFH

Responsibilities include:

• Support executives in strategically allocating and protecting their time in the context of their key goals and priorities
  • Determine and/or recommend prioritization and alternative sources for meeting/time requests
  • Proactively review schedules to ensure time is allocated appropriately and items that can be handled elsewhere are moved off executives’ dockets
  • On a regular basis, retroactively review how time was spent and propose adjustments to improve focus and effectiveness
  • Triage daily issues that fall under executive purview but do not require their direct input
  • Brief executives on the purpose/context of upcoming meetings, schedule prep time, and help ensure readiness
• Heavy calendar maintenance and meeting coordination with both internal and external parties, including:
  • Proactive and direct calendar support for the executives
  • In conjunction with our Global Client Relations team, coordinate client meetings and business trips for the Head of Investment Teams/SE and the Head of JE, including logistics, scheduling across time zones, and preparation support as appropriate
  • Coordinate large team meetings
  • Schedule media interviews
• Arrange domestic and international travel (also for various members of the underlying teams, as needed)
• Prepare monthly expense reports and reconcile AMEX bills (also for various members of the underlying teams)
• Create and/or edit various presentations and reports on a recurring or ad hoc basis
• Prepare, review, and edit documents and correspondence
• For specific forums (e.g., monthly market calls, investor forums), coordinate agendas, capture notes, and/or track follow-up items/action items
• Coordinate team events as needed
• Participate in ad hoc projects when needed
• Provide back-up for EA colleagues as necessary

Requirements

• BA/BS or equivalent desirable though not required
• Minimum of 8 years of experience in a similar role, including support to C-level executives
• Financial services experience strongly preferred; genuine interest in investing/capital markets is a plus
• Strong organizational skills with an understanding of how to prioritize and operate effectively amidst changing demands
• Ability to operate independently and exercise judgment – specifically in understanding GMO’s business
• Proactive, self-motivated, and willing to work without a lot of direction
• Ability to support multiple types of work styles/executive needs
• High attention to detail
• Positive and service-oriented attitude
• Team Player
• Strong verbal and writing skills
• Strong sense of urgency
• Strong Microsoft skills (Outlook, PowerPoint, Excel, Word, Teams)
• Comfort with AI/automation; natural leaning towards adoption of new tools
• Proven ability to handle sensitive information/act with discretion
• Flexibility with working hours when executives are in other time zones/for time-sensitive business needs